Employee Onboarding Access

New employees are automatically provided with access to the following basic accounts and services.

Timing for Account Creation

  1. Department submits approved hiring paperwork to Human Resources (HR).
  2. Employee ID (9 digit number): HR approves and creates ID in CMS.
  3. Otter ID (e.g., Otte1234): Created from an overnight process after the Employee ID is created.
  4. Employees groups accounts and email accounts:  Created on the effective date of employment (as established by the Department).
    • Groups are established by role (e.g., employees are in the group that has access to the Dashboard, Google and MSOffice).
    • Email account (e.g., JOtter@csumb.edu): Email from Okta is sent to the employee personal email to claim the new CSUMB email account.
  5. Employee accounts are deleted on the date of separation. 

List of Services Automatically Provided to New Employees
Category Technology  Employee Action

Equipment   
  • New computers are provided for newly created staff and MPP positions. 
  • New computers are provided for all new tenure track faculty.

Communication
  • Employee must claim CSUMB email account through their personal email (OKTA) on first day of work.
  • Employee must set up voice mail greeting and other system default settings in email/calendar (e.g., signature line).

Collaboration 
  • Employee must set up calendar settings (e.g., work hours and sharing).
  • Request access to shared Google Team Drives and folders as needed from drive owners.
  • Submit a ticket (File Sharing) to get access to specific department folders, if needed.

Access 
  • Access is provisioned within two days of the employee start date as determined by the hiring Department.
  • Elevated employee access to applications is requested based on business need.

Security                                         
  • Campus ID Card 
  • Building Access 
  • Emergency Alert Notification 
  • Emergency Contacts  

Training                                             
  • FERPA  (SumTotal)
  • Data Security & Privacy (SumTotal)
  • Required Compliance Training                                 
  • FERPA Training is currently required only for access to student records
  • Data Secuirity Training is required for students, staff and faculty
  • Department and Human Resources may have other required training based on role

Still Need Help?

Please refer to the Problem/Troubleshooting - Accounts page for additional resources.

Details

Article ID: 146639
Created
Thu 6/23/22 3:27 PM
Modified
Tue 3/7/23 7:46 AM